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What Are My Responsibilities to My Members

When a customer chooses to become a Member of your business through Facilipay, you take on certain responsibilities related to how you handle and protect their personal data. These responsibilities are part of acting as a data controller, and you should understand what that means for your business and your customers.

What It Means to Be a Data Controller

As a business collecting Member information, you are usually considered a Data Controller — meaning you decide why and how personal data is processed.

This includes:

  • Collecting and storing customer data (e.g., name, email, phone)

  • Using that data to provide services like loyalty, gift cards, or marketing

  • Ensuring that data is kept secure and only used for its intended purpose

Data protection laws (like GDPR in Europe or similar privacy regulations elsewhere) establish requirements for how personal data is handled. You should check with your national Information Commissioner or legal counsel to understand what obligations apply to you.

Key Member-Related Responsibilities

Below are recommended practices to help you fulfil your responsibilities:

✅ Allow Members to Enter Their Own Details

When a customer becomes a Member, allow them to enter their own information. This:

  • Reduces data entry errors

  • Ensures the customer can consent to your Privacy Statement and Terms

  • Helps capture accurate contact information for future communications

This aligns with principles of transparency and consent under many privacy laws.

✅ Protect Member Data

Protecting member data should be a priority:

  • Ensure your systems and third-party tools do not expose or sell Member information

  • Check that any integrations you use handle data securely and in compliance with privacy standards

  • Limit access to Member data to authorised staff only

Sharing Member data with insecure or unrelated third parties may breach your Terms and compromise customer trust.

✅ Use Strong Cybersecurity Practices

Basic security measures help keep Member data safe:

  • Use complex, unique passwords for systems accessing customer data

  • Make sure your website and membership forms use HTTPS — especially where customers submit personal information

  • Keep your systems up to date with security patches and monitoring

If you have security concerns, report them to Facilipay promptly so we can support and protect your Members.

Handling Member Data Requests

Members may ask for access to the personal information you hold (e.g., name, email, phone, transaction history). Facilipay provides tools in the Business Portal to view and export customer data if needed for lawful requests.

If a Member requests deletion of their data, you should follow applicable legal requirements — in some regions this may require contacting Facilipay Support so the request can be processed appropriately.

Tips & Best Practices

  • Obtain consent when collecting data and be clear about how it will be used

  • Train staff on data protection practices and appropriate access controls

  • Document your data handling policies to support compliance and transparency

  • Use secure third-party integrations, and review their privacy practices regularly